MODULE 1
Digital collaboration, Task Management & AI
start
3 LEARNING SESSIONS
Digital Communication & Scheduling Basics
Collaboration & Organization Tools
Artificial Intelligence in the Workplace
LEARNING SESSION 01
Digital Communication & Scheduling Basics
Welcome to the foundation of an efficient digital workflow. In today's fast-paced environment, the most valuable skill isn't how fast you can type, but how effectively you can manage your time and attention. This topic is dedicated to turning scattered interactions into structured productivity by mastering the essential everyday tools: Calendars, Contact Lists, and Video Calls.
We'll teach you how to use your digital calendar to proactively blocking a time protecting focus blocks, treating your own deep work with the same priority as a scheduled meeting. You'll also learn to utilize contacts, address book, and contact management for immediate, streamlined communication. Finally, you will master a simple video meeting protocol to ensure every virtual interaction is concise, clear, and efficient. This is the first, crucial step toward minimizing digital overload and achieving a balanced workflow.
content
Overview of learning content
Proactive time management
01 Calendar & Reminders
Notifications & Focus
Centralized Organization
02 Contact Lists
Digital Communication & Scheduling Basics
Grouping & Efficiency
Technical Preparedness
03 Video conferencing
Meeting Protocol
04 Three Pillars of Control
05 Visual Summary
Learning session / 01
Calendar & Reminders
01
Proactive time management
VIDEO
Protect Your Focus
Respect Everyone's Time
Time Integrity
The goal is to move from a reactive schedule (only meetings) to a proactive schedule (meetings + dedicated work). This is achieved through Time Blocking.
Meetings are often time-wasters if they lack structure. Implement a strict scheduling protocol to ensure all meetings are necessary and productive.
Your goal is to treat all time—whether dedicated to meetings or dedicated to focused work—as equally valuable and protected. Achieving Time Integrity means your schedule accurately reflects your actual priorities, making you more reliable and less stressed.
+ info
+ info
+ info
Learning session / 01
Contact lists
02
VIDEO
Organization & Efficiency
Single Source of Truth
Targeted Messaging
Communication Friction
The goal is to have one central, reliable place for all contact data, one central and up-to-date system for all contact information.
It means sending the right message to the right people and tailoring messages to specific groups for clearer communication
Issues that cause delays, misunderstandings, or extra effort in communication, are frictions that can be reduced.
+ info
+ info
+ info
Learning session / 01
Learning session / 01
Video meetings
03
VIDEO
The Pre-Call Tech Check
Audio & Connection Check Problem: Choppy audio or dropped calls waste everyone's time.
- Mic/Speaker Test: Always test your microphone and speakers in the meeting app's settings before joining. Don't wait for someone to say, "We can't hear you."
- Wired Connection: If possible, use a wired headset or headphones. Built-in laptop microphones often capture too much room echo and ambient noise.
- Bandwidth Check: Close any unnecessary applications or browser tabs (especially streaming video). This frees up processing power and internet bandwidth for a stable video feed.
Lighting & Professional Presentation Problem: Poor lighting or distracting backgrounds appear unprofessional.
- Master Natural Light: Position yourself facing a window or light source. Avoid having a bright window directly behind you, as this will turn you into a dark silhouette.
- Clean Background: Keep your background clean and simple. Use your application's virtual background only if a professional, quiet physical space is unavailable.
- Center Yourself: Ensure your camera is roughly at eye level and that your head and shoulders are clearly visible and centered in the frame.
Pre-Call TEST
"Technical issues are the number one cause of meeting delays and frustration. Your goal is to eliminate these by making a Pre-Call Tech Check a mandatory routine for every virtual meeting."
Learning session / 01
Video meetings
03
Mastering Mute & Interruptions
In a video call, there is only one audio channel. The protocol ensures that channel is used effectively and respectfully, giving every speaker an equal, clear opportunity to contribute.
1. Mute-First Default: Assume you are always muted unless you are actively speaking. This prevents dogs barking, keyboard clicks, or phone rings from disrupting the presenter. 2. The Headset Signal: Wear a visible headset or earbuds. This sends a visual cue that you are focused and ready for clear audio reception.
3. Use Visual Cues: Use the "Raise Hand" function (if available) or the chat box if you have a non-critical question or a brief comment during a presentation. 4. No Double-Talking: Never interrupt or speak over a colleague. Wait for a natural pause or for the presenter to specifically call for questions or discussion.
Rule: When you need to speak, unmute, speak clearly, and then re-mute instantly when your sentence is finished.Why?
- Ambient noise (even quiet breathing) is amplified on a group call.
- Muting immediately ensures the speaker has a clean, focused environment.
Rule: Questions should support the flow, not break it.Why?
- If the presenter is actively speaking, verbal interruptions derail their thought process and cause frustration for all listeners.
Best Practice: If the question is critical, use the Chat Box to type it out. If it can wait, jot it down and hold it for the Q&A section listed in the agenda.
Learning session / 01
Three pillars of control
04
Digital communication is not about responding faster; it's about communicating smarter and with intent.
01
02
03
Calendar Control
Contact Clarity
Video Call Protocol
Time Integrity
Communication Friction
Respecting the Channel
Learning session / 01
Visual Summary
05
From Chaos to Control
Before you move on to collaborative management, take a moment to review the profound shift you've made. We've established three foundational pillars, three core principles, that define a professional, stress-free digital workday.
LEARNING SESSION 02
Collaboration & Organization Tools
Today, we will introduce you to the fundamentals of essential productivity tools, including Google Workspace, as well as the basics of cloud storage and file sharing using platforms like Google Drive, OneDrive, and Dropbox. You will learn how to create, manage, and collaborate on documents efficiently, along with how to securely store and share files in the cloud. These skills will help you work smarter, stay organized, and collaborate seamlessly in both personal and professional environments.
By the end of this session, you will be equipped with practical knowledge to navigate these tools confidently—from creating professional documents and presentations to organizing your files and sharing them with ease. We will also discuss best practices for online collaboration, version control, and maintaining data security while working in the cloud. Whether you're working individually or as part of a team, these digital tools will help enhance your productivity and streamline your workflow.
contents
Overview of learning content
Google Gmail
Google Meet
01 Communication Tools
Google Chat
Google Calendar
Google Keep
Collaboration & Organization Tools
Google Docs
02 Collaboration Tools
Google Sheets
Google Slides
Google Forms
03 Benefits of an integrated workspace
Dropbox
04 Cloud Storage & Sharing
OneDrive
Google Drive
Learning session / 02
Communication Tools
01
Google Workspace
VIDEO
Gmail
Google Meet
Google Chat
Google Calendar
Video conferencing tool for online meetings. Enables face-to-face communication from anywhere.
Email tool for formal and informal communication. Used to share information, files, and updates.
Instant messaging for quick team communication. Supports one-to-one and group conversations.
Shared calendar for planning meetings and deadlines. Helps coordinate schedules and availability.
+ info
+ info
+ info
+ info
Learning session / 02
Collaboration Tools
02
Google Workspace
Google KEEP
Google FORMS
Google DOCS
Google SHEETS
Google SLIDES
Tool for notes, reminders, and ideas. Useful for personal organisation and shared lists.
Tool for creating surveys and collecting feedback. Helps gather information and opinions quickly.
Collaborative text documents in real time. Allows multiple people to write and comment together.
Shared spreadsheets for data and planning. Supports collaboration on tables, budgets, and lists.
Tool for creating and editing presentations together. Enables teamwork on slides and visual content.
+ info
+ info
+ info
+ info
+ info
Learning session / 02
Benefits of Using Google Workspace
03
Integration
Collaboration and Teamwork
Accessibility
Security and Privacy
+ info
+ info
+ info
+ info
Learning session / 02
Cloud Storage Tools
04
Dropbox, OneDrive & Google Drive
Cloud-based file storage and sharing platforms allow users to store data online and access it from any device with an internet connection. They make it easy to collaborate in real time, letting multiple people view or edit documents simultaneously.
One drive
Google drive
Dropbox
LEARNING SESSION 03
Artificial Intelligence in the Workplace
This module gives a short, practical introduction to today’s Artificial Intelligence (AI) tools: how modern systems analyse information and generate text, images, audio and more. With simple explanations and concrete examples, it shows what makes generative AI different, how it is changing communication, learning and digital workflows, and where its limits and risks lie.
In the workplace, this is especially useful for employees accross roles and experience levels, including also 55+, who want to stay confident and relevant in a fast-changing digital environment. The module helps them see AI as a helpful assistant – for drafting emails and reports, planning projects or learning new tools – and to use it in an informed, responsible and effective way.
contents
Overview of learning content
01 Introduction to AI
What, How, Where?
02 AI Ethics
Challenge & Opportunity
03 Human-centered AI
EU Privacy & Data Protection
AI in the Workplace
04 Generative Text Systems
Generative Text Systems
05 Visual Generations with AI
Images, Videos and Avatars
06 AI Compliance
EU AI-Act
07 AI Skills
AI Courses
Learning session / 03
Introduction to AI
01
Artificial Intelligence is now an unavoidable part of modern life, shaping how we work, communicate and make decisions.
What is AI?
AI in Everyday Life
How AI Learns
AI is a family of technologies that use data and algorithms to perform tasks we usually associate with human intelligence.
You already use AI many times a day—often without even noticing it.
AI learns from data, and its performance depends on how high-quality, diverse, and representative that data is.
+ info
+ info
+ info
Learning sessions / 03
AI Ethics
02
AI is powerful, but without ethics it can harm people instead of helping them.
To guide responsible use, ethical AI should follow a few core principles. It must be fair, avoiding unjust discrimination, and transparent, offering explanations that people can understand. Clear accountability is needed, so responsibilities are not hidden behind algorithms. Systems should be designed for safety, minimising risks of harm, and for privacy, protecting data and requiring informed consent. Finally, AI should be inclusive, aiming at broad social benefit, not just profit or efficiency for a narrow group.
Artificial Intelligence raises several ethical questions that cannot be ignored. AI systems can reproduce or even amplify bias found in training data, which may impact hiring, lending or access to public services. They often work as opaque “black boxes”, so we do not clearly see how decisions are made or which data is used. At the same time, AI relies on large amounts of personal data, increasing risks related to privacy, consent and surveillance. When something goes wrong, it is not always clear who is responsible – the developer, the organisation or the end user.
― Anshum ., WHEN PURPOSE LEARNS TO CODE: A Philosophical, Scientific, and Storytelling Inquiry into the Future of Moral Agency in AI.
“Purpose, not productivity, is the real measure of intelligence.”
Learning sessions / 03
Human-centered AI
03
People First, through Technology
Ethical AI is also about how we use technology to improve the world. International initiatives such as AI for Good, led by the International Telecommunication Union, work on using AI to address global challenges like health, safety and climate.
At the same time, we need strong institutions that protect people from abuses and unfair practices, for example consumer organisations, bodies like the Human Rights Ombudsman, which oversee possible violations of rights by authorities or companies.
‘Never summon a power you can’t control’ — Yuval Noah Harari
AI should be designed as a tool that supports and extends human abilities, not as a replacement for people. A human-centred approach means putting well-being, dignity and rights at the centre of every AI project. We need to assess the social impact of systems before deploying them and to build clear ethical and legal safeguards. The real value of AI depends on thoughtful design, responsible governance and informed users who understand both its benefits and its limits.
key ideas
tool
how to?
Learning sessions / 03
04
Generative Text Systems
AI tools that write with you – from quick drafts to long reports.
01
02
03
04
WHAT
HOW
WHERE
RISKS
do they excel?
do they work?
and challenges
are Generative Text Systems?
key ideas
tools
how to?
Learning sessions / 03
AI for Images, Videos and Avatars
05
Six quick panels to see what it is – and how to use it safely at work.
Audio-generating AI can create synthetic voices, audio clips, voiceovers and even full video scenes from text or sample recordings.
AI-generated avatars are digital characters that speak, move and show emotions in videos.
Title
Image-generating AI creates pictures from written prompts instead of manual drawing.
Generating AI Avatars
Generating AI Images
Use this side to give more information about a topic.
Title
Generating AI Videos
Title
Use this side to give more information about a topic.
Use this side to give more information about a topic.
Subtitle
What it is
Subtitle
What it is
Subtitle
What it is
Specify camera movement, setting, pacing, and character actions to get smoother, more realistic results. Focus on lighting, angles and transitions for better quality.
Creating AI avatars works best when you define personality, appearance, tone, and use case. Think of your avatar as a character and provide specific details.
Use clear prompts and test small variations to refine quality. The more precise your input, the more accurate and professional the output becomes.
AI Videos
Title
AI Images
Title
AI Avatars
Title
Use this side to give more information about a topic.
Use this side to give more information about a topic.
Use this side to give more information about a topic.
Subtitle
Tips & Tools
Subtitle
Tips & Tools
Subtitle
Tips & Tools
Learning sessions / 03
AI Compliance
06
How to stay safe and Where to learn more
Most problems with AI at work happen when we unknowingly share the wrong data or rely on AI output without clear responsibility. Under the EU AI Act, AI literacy is becoming a requirement, and providers and organisations that deploy AI systems should ensure staff have an adequate level of AI literacy. Data protection comes first and in order to do that, you should always take care when using prompts involving emails—don’t paste personal data, confidential documents, or client-sensitive details into unapproved tools.
how to?
tools
Learning sessions / 03
AI Skills
07
Develop your Skills and be Ready for the Future
The fastest way to feel confident with AI is short, regular practice plus attending beginner friendly courses, rather than chasing every new tool.
- AI skills = practical literacy: asking better questions (prompts), spotting errors/bias, verifying outputs, and knowing what not to share.
- Microlearning wins: 10–15 minutes a day builds habits without stress.
This is a huge benefit for non-digital natives, as it keeps digital confidence, reduces “tech anxiety,” and makes everyday's work easier. AI can be your personal assistant for writting emails, summarizing documents and planning your weeks.
how to?
Minna learn
Google ai
DIGITAL SKILLS & job platform
EDIH - training courses
kaggle
microsoft
Learning unit completed
Well done – every new skill you learn today makes tomorrow’s work a little easier and pleasant.
Good job!
Ready for the next unit?
back
ELEMENTS OF AI
The Elements of AI is a series of free online courses created by MinnaLearn and the University of Helsinki. It is aimed at a broad group of people and it is perfect for beginners and non-technical learners. You will learn what AI is, what can (and can’t) be done with AI, and how to start creating AI methods. The courses combine theory with practical exercises and can be completed at your own pace.
Tools
ElevenLabs – ultra-realistic text-to-speech and voice cloning.
Sora – OpenAI model for realistic, imaginative short video scenes from text.
Kling.ai – text-to-video model for high-resolution clips with complex motion.
Google SLIDES
What is it used for?Creating and editing presentations. When should I use it? When preparing slides together. Why is it useful? Supports teamwork and easy sharing. Alternative options: Microsoft PowerPoint, PDF presentations. One practical tip: Keep slides simple and readable.
Google KEEP
What is it used for?Taking notes and creating reminders. When should I use it? For ideas, to-do lists, or quick notes. Why is it useful? Keeps information simple and easy to access. Alternative options: Notebook, Microsoft OneNote, sticky notes. One practical tip: Use short notes instead of long texts.
How to?
• Give clear prompts: Say what you need, for whom and in which tone; the clearer the instructions, the better the output.
• Refine in steps: Treat it as a conversation – adjust tone, depth, length and structure over several rounds.
• Check the facts: Use AI for wording and structure, but always verify important information with reliable sources.
• Keep your voice: Let AI suggest text, then edit so it still sounds like you and fits your professional context.
Tools
Midjourney – artistic, high-quality images from prompts (via Discord).
Grok Imagen – xAI tool for turning text instructions into images.
Leonardo.ai – versatile platform for design, games and visual assets.
Google FORMS
What is it used for?Collecting information and feedback. When should I use it? When input from several people is needed. Why is it useful? Automatically organises responses. Alternative options: SurveyMonkey, Microsoft Forms, paper questionnaires. One practical tip: Limit the number of questions to avoid overload.
HOW TO?
• Set healthy limits: Define “offline time” every day (for example, no screens during meals and one hour before sleep).
• Use digital wellbeing tools: Activate screen-time limits and focus modes on your phone or computer to avoid endless scrolling.
• Be mindful of triggers: Notice when you use AI and digital tools out of boredom, stress or habit, and take a short offline break instead (walk, stretch, talk to someone). • Talk about it: If you feel that digital tools or online content are taking over your life, talk to a trusted person (friend, colleague, family member) and ask for support. • Get professional help if needed: Find organisations or institutions, which offers free counselling for children, adults and families who struggle with excessive use of the internet, social media, games or other digital content.
Digital Skills & Job Platform
The Digital Skills and Jobs Platform is the home of digital skills and jobs initiatives in Europe. The Platform contributes to the DIGITAL Europe Programme – an ambitious EU programme that strives to make Europe more competitive in the global digital economy. This section offers training opportunities on digital skills and emerging technologies from all around Europe. Discover a range of online courses, professional training sessions, and educational programs across various fields.
AI-Compliance Tools
European Commission - AI Literacy Q&As EDPS Guidance on Generative AI
Tools
HeyGen – creates professional talking-avatar videos from text, with options for translations and extensive customisation.
GMAIL
What is it used for?Sending and receiving emails. When should I use it? For formal communication, longer messages, or sharing information. Why is it useful? Keeps communication documented and easy to follow. Alternative options: Google Chat, Microsoft Outlook, phone call. One practical tip: Use clear subject lines to organise your inbox.
Google SHEETS
What is it used for?Working with tables, lists, and data. When should I use it? For planning, tracking, or simple calculations. Why is it useful? Makes shared data easy to update. Alternative options: Microsoft Excel, paper tables. One practical tip: Start with simple tables before using formulas.
HOW TO... approach AI learning
This is just an example of a monthly schedule you could follow for learning some basics of AI: WEEK 1: Elements of AI and how it simulates human intelligence. WEEK 2: Prompting techniques for better researchs, text drafting and image creation. WEEK 3: One mini-project: “Choose a topic you are familiar with and create an interactive presentation with AI tools” WEEK 4: Share your presentation with colleagues, while you explain them how AI was used in every step of the process.
GTS Tools
ChatGPT – Advanced AI language model that answers questions, explains concepts, drafts and revises text, translates, analyses documents and supports creative or professional writing.Google’s Notebook LM – Analyses your own source documents (PDFs, text files, notes) to summarise, answer questions and generate ideas based only on that material.
Gamma – AI tool that turns short prompts or text into visually appealing presentations, documents and simple web pages.
AI for Good (ITU) – UN platform that collects and promotes AI projects which help solve social and global problems (health, environment, safety, education): Protection bodies in EU (These organisations can be contact points if AI-based services or digital platforms seem unfair, unsafe or abusive): EU level – AI abuse:
- European AI Office (European Commission) – enforcement of the AI Act
- EDPB & EDPS – data protection and AI
- FRA – fundamental rights and AI
- BEUC – consumer protection and AI
EU level – digital addiction & online harms:
- Safer Internet Centres (Better Internet for Kids network)
- European Parliament – initiatives against digital addiction
- EU-financed research networks on problematic internet use (EU-PUI, BootStRaP)
https://aiforgood.itu.int/
Google CHAT
What is it used for?Quick, informal communication. When should I use it? For short questions or fast updates. Why is it useful? Speeds up communication and reduces emails. Alternative options: Gmail, WhatsApp, Microsoft Teams chat. One practical tip: Agree with your team when chat should be used.
Microsoft - Introduction to AI
This module introduces you to AI concepts such as: Generative AI, Computer vision, Natural language processing and Extracting data and insights.
HOW TO... Make a better use of Sensitive Data
1. Stoplight your data: Green (public), Yellow (internal), Red (personal/confidential).2. Use approved tools only (company account, correct settings).
3. Ask: “Could this identify a person or reveal internal strategy?” If yes → don’t paste.
4. Verify before sharing: names, numbers, legal claims, quotes.
5. Keep a simple record for important outputs (what tool, when, what was checked).
Key Ideas
• Generative text AI is a writing partner, not a magic truth machine.
• It adapts to your tone, complexity and format and can handle many tasks in one interface.
• It’s powerful for extended writing and text transformation (summaries, rewrites, translations).
• It carries risks: hallucinated facts, style imitation, over-personalisation and too much auto-generated content.
You use Time Blocking to protect your focus time, treating it as seriously as a client meeting. Your meeting invites are clear and contain all necessary essentials (agenda, link).
EDIH - European Digital Innovation Hubs
To support the role of EDIHs as connectors in the expanding AI Innovation Ecosystem, a training programme has been designed to provide insight into the growing number of AI infrastructure initiatives and how EDIHs can connect them with SME and public sector stakeholders.
KAGGLE - AI ETHICS
This course can help you deepen on the concept of AI Ethics. It takes 4 hours to complete and you can explore practical tools to guide the moral design of AI systems. You will learn about Human-centered Design for AI, Identifying Bias in AI, Fairness and Model Cards.
You have centralized and synced your contacts. You use Groups and Labels to communicate efficiently and avoid time-wasting searches.
AI is never neutral: its impact depends on data quality, design choices and how we use it.
Humans must remain in control: AI can support decisions, but people carry responsibility for outcomes.
Ethics in AI means fairness: through transparency, accountability, safety, privacy and inclusivity in practice, not only on paper.
Google MEET
What is it used for?Online meetings and video calls. When should I use it? When people cannot meet in person. Why is it useful? Allows face-to-face communication from different locations. Alternative options: Zoom, Microsoft Teams, phone call. One practical tip: You can join meetings with your camera turned off.
Google DOCS
What is it used for?Writing and editing documents together. When should I use it? When several people work on the same text. Why is it useful? Everyone sees changes in real time. Alternative options: Microsoft Word, PDF documents. One practical tip: Use comments to suggest changes instead of editing directly.
You have a mandatory Pre-Call Tech Check and always adhere to the Mute-First Rule, ensuring your virtual presence is professional and non-disruptive.
Google AI - Essentials Skills
Google has built AI skills programs, trainings, and tools to address the specific needs of workers everywhere.
Google CALENDAR
What is it used for?Planning meetings and managing schedules. When should I use it? To coordinate availability and deadlines. Why is it useful? Helps avoid scheduling conflicts. Alternative options: Outlook Calendar, paper agenda, shared planning tools. One practical tip: Set reminders to avoid forgetting appointments.
MODULE 1 - Digital Collaboration, Task Management and AI
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Transcript
MODULE 1
Digital collaboration, Task Management & AI
start
3 LEARNING SESSIONS
Digital Communication & Scheduling Basics
Collaboration & Organization Tools
Artificial Intelligence in the Workplace
LEARNING SESSION 01
Digital Communication & Scheduling Basics
Welcome to the foundation of an efficient digital workflow. In today's fast-paced environment, the most valuable skill isn't how fast you can type, but how effectively you can manage your time and attention. This topic is dedicated to turning scattered interactions into structured productivity by mastering the essential everyday tools: Calendars, Contact Lists, and Video Calls.
We'll teach you how to use your digital calendar to proactively blocking a time protecting focus blocks, treating your own deep work with the same priority as a scheduled meeting. You'll also learn to utilize contacts, address book, and contact management for immediate, streamlined communication. Finally, you will master a simple video meeting protocol to ensure every virtual interaction is concise, clear, and efficient. This is the first, crucial step toward minimizing digital overload and achieving a balanced workflow.
content
Overview of learning content
Proactive time management
01 Calendar & Reminders
Notifications & Focus
Centralized Organization
02 Contact Lists
Digital Communication & Scheduling Basics
Grouping & Efficiency
Technical Preparedness
03 Video conferencing
Meeting Protocol
04 Three Pillars of Control
05 Visual Summary
Learning session / 01
Calendar & Reminders
01
Proactive time management
VIDEO
Protect Your Focus
Respect Everyone's Time
Time Integrity
The goal is to move from a reactive schedule (only meetings) to a proactive schedule (meetings + dedicated work). This is achieved through Time Blocking.
Meetings are often time-wasters if they lack structure. Implement a strict scheduling protocol to ensure all meetings are necessary and productive.
Your goal is to treat all time—whether dedicated to meetings or dedicated to focused work—as equally valuable and protected. Achieving Time Integrity means your schedule accurately reflects your actual priorities, making you more reliable and less stressed.
+ info
+ info
+ info
Learning session / 01
Contact lists
02
VIDEO
Organization & Efficiency
Single Source of Truth
Targeted Messaging
Communication Friction
The goal is to have one central, reliable place for all contact data, one central and up-to-date system for all contact information.
It means sending the right message to the right people and tailoring messages to specific groups for clearer communication
Issues that cause delays, misunderstandings, or extra effort in communication, are frictions that can be reduced.
+ info
+ info
+ info
Learning session / 01
Learning session / 01
Video meetings
03
VIDEO
The Pre-Call Tech Check
Audio & Connection Check Problem: Choppy audio or dropped calls waste everyone's time.
Lighting & Professional Presentation Problem: Poor lighting or distracting backgrounds appear unprofessional.
Pre-Call TEST
"Technical issues are the number one cause of meeting delays and frustration. Your goal is to eliminate these by making a Pre-Call Tech Check a mandatory routine for every virtual meeting."
Learning session / 01
Video meetings
03
Mastering Mute & Interruptions
In a video call, there is only one audio channel. The protocol ensures that channel is used effectively and respectfully, giving every speaker an equal, clear opportunity to contribute.
1. Mute-First Default: Assume you are always muted unless you are actively speaking. This prevents dogs barking, keyboard clicks, or phone rings from disrupting the presenter. 2. The Headset Signal: Wear a visible headset or earbuds. This sends a visual cue that you are focused and ready for clear audio reception.
3. Use Visual Cues: Use the "Raise Hand" function (if available) or the chat box if you have a non-critical question or a brief comment during a presentation. 4. No Double-Talking: Never interrupt or speak over a colleague. Wait for a natural pause or for the presenter to specifically call for questions or discussion.
Rule: When you need to speak, unmute, speak clearly, and then re-mute instantly when your sentence is finished.Why?
Rule: Questions should support the flow, not break it.Why?
- If the presenter is actively speaking, verbal interruptions derail their thought process and cause frustration for all listeners.
Best Practice: If the question is critical, use the Chat Box to type it out. If it can wait, jot it down and hold it for the Q&A section listed in the agenda.Learning session / 01
Three pillars of control
04
Digital communication is not about responding faster; it's about communicating smarter and with intent.
01
02
03
Calendar Control
Contact Clarity
Video Call Protocol
Time Integrity
Communication Friction
Respecting the Channel
Learning session / 01
Visual Summary
05
From Chaos to Control
Before you move on to collaborative management, take a moment to review the profound shift you've made. We've established three foundational pillars, three core principles, that define a professional, stress-free digital workday.
LEARNING SESSION 02
Collaboration & Organization Tools
Today, we will introduce you to the fundamentals of essential productivity tools, including Google Workspace, as well as the basics of cloud storage and file sharing using platforms like Google Drive, OneDrive, and Dropbox. You will learn how to create, manage, and collaborate on documents efficiently, along with how to securely store and share files in the cloud. These skills will help you work smarter, stay organized, and collaborate seamlessly in both personal and professional environments.
By the end of this session, you will be equipped with practical knowledge to navigate these tools confidently—from creating professional documents and presentations to organizing your files and sharing them with ease. We will also discuss best practices for online collaboration, version control, and maintaining data security while working in the cloud. Whether you're working individually or as part of a team, these digital tools will help enhance your productivity and streamline your workflow.
contents
Overview of learning content
Google Gmail
Google Meet
01 Communication Tools
Google Chat
Google Calendar
Google Keep
Collaboration & Organization Tools
Google Docs
02 Collaboration Tools
Google Sheets
Google Slides
Google Forms
03 Benefits of an integrated workspace
Dropbox
04 Cloud Storage & Sharing
OneDrive
Google Drive
Learning session / 02
Communication Tools
01
Google Workspace
VIDEO
Gmail
Google Meet
Google Chat
Google Calendar
Video conferencing tool for online meetings. Enables face-to-face communication from anywhere.
Email tool for formal and informal communication. Used to share information, files, and updates.
Instant messaging for quick team communication. Supports one-to-one and group conversations.
Shared calendar for planning meetings and deadlines. Helps coordinate schedules and availability.
+ info
+ info
+ info
+ info
Learning session / 02
Collaboration Tools
02
Google Workspace
Google KEEP
Google FORMS
Google DOCS
Google SHEETS
Google SLIDES
Tool for notes, reminders, and ideas. Useful for personal organisation and shared lists.
Tool for creating surveys and collecting feedback. Helps gather information and opinions quickly.
Collaborative text documents in real time. Allows multiple people to write and comment together.
Shared spreadsheets for data and planning. Supports collaboration on tables, budgets, and lists.
Tool for creating and editing presentations together. Enables teamwork on slides and visual content.
+ info
+ info
+ info
+ info
+ info
Learning session / 02
Benefits of Using Google Workspace
03
Integration
Collaboration and Teamwork
Accessibility
Security and Privacy
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Learning session / 02
Cloud Storage Tools
04
Dropbox, OneDrive & Google Drive
Cloud-based file storage and sharing platforms allow users to store data online and access it from any device with an internet connection. They make it easy to collaborate in real time, letting multiple people view or edit documents simultaneously.
One drive
Google drive
Dropbox
LEARNING SESSION 03
Artificial Intelligence in the Workplace
This module gives a short, practical introduction to today’s Artificial Intelligence (AI) tools: how modern systems analyse information and generate text, images, audio and more. With simple explanations and concrete examples, it shows what makes generative AI different, how it is changing communication, learning and digital workflows, and where its limits and risks lie.
In the workplace, this is especially useful for employees accross roles and experience levels, including also 55+, who want to stay confident and relevant in a fast-changing digital environment. The module helps them see AI as a helpful assistant – for drafting emails and reports, planning projects or learning new tools – and to use it in an informed, responsible and effective way.
contents
Overview of learning content
01 Introduction to AI
What, How, Where?
02 AI Ethics
Challenge & Opportunity
03 Human-centered AI
EU Privacy & Data Protection
AI in the Workplace
04 Generative Text Systems
Generative Text Systems
05 Visual Generations with AI
Images, Videos and Avatars
06 AI Compliance
EU AI-Act
07 AI Skills
AI Courses
Learning session / 03
Introduction to AI
01
Artificial Intelligence is now an unavoidable part of modern life, shaping how we work, communicate and make decisions.
What is AI?
AI in Everyday Life
How AI Learns
AI is a family of technologies that use data and algorithms to perform tasks we usually associate with human intelligence.
You already use AI many times a day—often without even noticing it.
AI learns from data, and its performance depends on how high-quality, diverse, and representative that data is.
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Learning sessions / 03
AI Ethics
02
AI is powerful, but without ethics it can harm people instead of helping them.
To guide responsible use, ethical AI should follow a few core principles. It must be fair, avoiding unjust discrimination, and transparent, offering explanations that people can understand. Clear accountability is needed, so responsibilities are not hidden behind algorithms. Systems should be designed for safety, minimising risks of harm, and for privacy, protecting data and requiring informed consent. Finally, AI should be inclusive, aiming at broad social benefit, not just profit or efficiency for a narrow group.
Artificial Intelligence raises several ethical questions that cannot be ignored. AI systems can reproduce or even amplify bias found in training data, which may impact hiring, lending or access to public services. They often work as opaque “black boxes”, so we do not clearly see how decisions are made or which data is used. At the same time, AI relies on large amounts of personal data, increasing risks related to privacy, consent and surveillance. When something goes wrong, it is not always clear who is responsible – the developer, the organisation or the end user.
― Anshum ., WHEN PURPOSE LEARNS TO CODE: A Philosophical, Scientific, and Storytelling Inquiry into the Future of Moral Agency in AI.
“Purpose, not productivity, is the real measure of intelligence.”
Learning sessions / 03
Human-centered AI
03
People First, through Technology
Ethical AI is also about how we use technology to improve the world. International initiatives such as AI for Good, led by the International Telecommunication Union, work on using AI to address global challenges like health, safety and climate. At the same time, we need strong institutions that protect people from abuses and unfair practices, for example consumer organisations, bodies like the Human Rights Ombudsman, which oversee possible violations of rights by authorities or companies.
‘Never summon a power you can’t control’ — Yuval Noah Harari
AI should be designed as a tool that supports and extends human abilities, not as a replacement for people. A human-centred approach means putting well-being, dignity and rights at the centre of every AI project. We need to assess the social impact of systems before deploying them and to build clear ethical and legal safeguards. The real value of AI depends on thoughtful design, responsible governance and informed users who understand both its benefits and its limits.
key ideas
tool
how to?
Learning sessions / 03
04
Generative Text Systems
AI tools that write with you – from quick drafts to long reports.
01
02
03
04
WHAT
HOW
WHERE
RISKS
do they excel?
do they work?
and challenges
are Generative Text Systems?
key ideas
tools
how to?
Learning sessions / 03
AI for Images, Videos and Avatars
05
Six quick panels to see what it is – and how to use it safely at work.
Audio-generating AI can create synthetic voices, audio clips, voiceovers and even full video scenes from text or sample recordings.
AI-generated avatars are digital characters that speak, move and show emotions in videos.
Title
Image-generating AI creates pictures from written prompts instead of manual drawing.
Generating AI Avatars
Generating AI Images
Use this side to give more information about a topic.
Title
Generating AI Videos
Title
Use this side to give more information about a topic.
Use this side to give more information about a topic.
Subtitle
What it is
Subtitle
What it is
Subtitle
What it is
Specify camera movement, setting, pacing, and character actions to get smoother, more realistic results. Focus on lighting, angles and transitions for better quality.
Creating AI avatars works best when you define personality, appearance, tone, and use case. Think of your avatar as a character and provide specific details.
Use clear prompts and test small variations to refine quality. The more precise your input, the more accurate and professional the output becomes.
AI Videos
Title
AI Images
Title
AI Avatars
Title
Use this side to give more information about a topic.
Use this side to give more information about a topic.
Use this side to give more information about a topic.
Subtitle
Tips & Tools
Subtitle
Tips & Tools
Subtitle
Tips & Tools
Learning sessions / 03
AI Compliance
06
How to stay safe and Where to learn more
Most problems with AI at work happen when we unknowingly share the wrong data or rely on AI output without clear responsibility. Under the EU AI Act, AI literacy is becoming a requirement, and providers and organisations that deploy AI systems should ensure staff have an adequate level of AI literacy. Data protection comes first and in order to do that, you should always take care when using prompts involving emails—don’t paste personal data, confidential documents, or client-sensitive details into unapproved tools.
how to?
tools
Learning sessions / 03
AI Skills
07
Develop your Skills and be Ready for the Future
The fastest way to feel confident with AI is short, regular practice plus attending beginner friendly courses, rather than chasing every new tool.
how to?
Minna learn
Google ai
DIGITAL SKILLS & job platform
EDIH - training courses
kaggle
microsoft
Learning unit completed
Well done – every new skill you learn today makes tomorrow’s work a little easier and pleasant.
Good job!
Ready for the next unit?
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ELEMENTS OF AI
The Elements of AI is a series of free online courses created by MinnaLearn and the University of Helsinki. It is aimed at a broad group of people and it is perfect for beginners and non-technical learners. You will learn what AI is, what can (and can’t) be done with AI, and how to start creating AI methods. The courses combine theory with practical exercises and can be completed at your own pace.
Tools
ElevenLabs – ultra-realistic text-to-speech and voice cloning. Sora – OpenAI model for realistic, imaginative short video scenes from text. Kling.ai – text-to-video model for high-resolution clips with complex motion.
Google SLIDES
What is it used for?Creating and editing presentations. When should I use it? When preparing slides together. Why is it useful? Supports teamwork and easy sharing. Alternative options: Microsoft PowerPoint, PDF presentations. One practical tip: Keep slides simple and readable.
Google KEEP
What is it used for?Taking notes and creating reminders. When should I use it? For ideas, to-do lists, or quick notes. Why is it useful? Keeps information simple and easy to access. Alternative options: Notebook, Microsoft OneNote, sticky notes. One practical tip: Use short notes instead of long texts.
How to?
• Give clear prompts: Say what you need, for whom and in which tone; the clearer the instructions, the better the output. • Refine in steps: Treat it as a conversation – adjust tone, depth, length and structure over several rounds. • Check the facts: Use AI for wording and structure, but always verify important information with reliable sources. • Keep your voice: Let AI suggest text, then edit so it still sounds like you and fits your professional context.
Tools
Midjourney – artistic, high-quality images from prompts (via Discord). Grok Imagen – xAI tool for turning text instructions into images. Leonardo.ai – versatile platform for design, games and visual assets.
Google FORMS
What is it used for?Collecting information and feedback. When should I use it? When input from several people is needed. Why is it useful? Automatically organises responses. Alternative options: SurveyMonkey, Microsoft Forms, paper questionnaires. One practical tip: Limit the number of questions to avoid overload.
HOW TO?
• Set healthy limits: Define “offline time” every day (for example, no screens during meals and one hour before sleep). • Use digital wellbeing tools: Activate screen-time limits and focus modes on your phone or computer to avoid endless scrolling. • Be mindful of triggers: Notice when you use AI and digital tools out of boredom, stress or habit, and take a short offline break instead (walk, stretch, talk to someone). • Talk about it: If you feel that digital tools or online content are taking over your life, talk to a trusted person (friend, colleague, family member) and ask for support. • Get professional help if needed: Find organisations or institutions, which offers free counselling for children, adults and families who struggle with excessive use of the internet, social media, games or other digital content.
Digital Skills & Job Platform
The Digital Skills and Jobs Platform is the home of digital skills and jobs initiatives in Europe. The Platform contributes to the DIGITAL Europe Programme – an ambitious EU programme that strives to make Europe more competitive in the global digital economy. This section offers training opportunities on digital skills and emerging technologies from all around Europe. Discover a range of online courses, professional training sessions, and educational programs across various fields.
AI-Compliance Tools
European Commission - AI Literacy Q&As EDPS Guidance on Generative AI
Tools
HeyGen – creates professional talking-avatar videos from text, with options for translations and extensive customisation.
GMAIL
What is it used for?Sending and receiving emails. When should I use it? For formal communication, longer messages, or sharing information. Why is it useful? Keeps communication documented and easy to follow. Alternative options: Google Chat, Microsoft Outlook, phone call. One practical tip: Use clear subject lines to organise your inbox.
Google SHEETS
What is it used for?Working with tables, lists, and data. When should I use it? For planning, tracking, or simple calculations. Why is it useful? Makes shared data easy to update. Alternative options: Microsoft Excel, paper tables. One practical tip: Start with simple tables before using formulas.
HOW TO... approach AI learning
This is just an example of a monthly schedule you could follow for learning some basics of AI: WEEK 1: Elements of AI and how it simulates human intelligence. WEEK 2: Prompting techniques for better researchs, text drafting and image creation. WEEK 3: One mini-project: “Choose a topic you are familiar with and create an interactive presentation with AI tools” WEEK 4: Share your presentation with colleagues, while you explain them how AI was used in every step of the process.
GTS Tools
ChatGPT – Advanced AI language model that answers questions, explains concepts, drafts and revises text, translates, analyses documents and supports creative or professional writing.Google’s Notebook LM – Analyses your own source documents (PDFs, text files, notes) to summarise, answer questions and generate ideas based only on that material. Gamma – AI tool that turns short prompts or text into visually appealing presentations, documents and simple web pages.
AI for Good (ITU) – UN platform that collects and promotes AI projects which help solve social and global problems (health, environment, safety, education): Protection bodies in EU (These organisations can be contact points if AI-based services or digital platforms seem unfair, unsafe or abusive): EU level – AI abuse:
- European AI Office (European Commission) – enforcement of the AI Act
- EDPB & EDPS – data protection and AI
- FRA – fundamental rights and AI
- BEUC – consumer protection and AI
EU level – digital addiction & online harms:https://aiforgood.itu.int/
Google CHAT
What is it used for?Quick, informal communication. When should I use it? For short questions or fast updates. Why is it useful? Speeds up communication and reduces emails. Alternative options: Gmail, WhatsApp, Microsoft Teams chat. One practical tip: Agree with your team when chat should be used.
Microsoft - Introduction to AI
This module introduces you to AI concepts such as: Generative AI, Computer vision, Natural language processing and Extracting data and insights.
HOW TO... Make a better use of Sensitive Data
1. Stoplight your data: Green (public), Yellow (internal), Red (personal/confidential).2. Use approved tools only (company account, correct settings). 3. Ask: “Could this identify a person or reveal internal strategy?” If yes → don’t paste. 4. Verify before sharing: names, numbers, legal claims, quotes. 5. Keep a simple record for important outputs (what tool, when, what was checked).
Key Ideas
• Generative text AI is a writing partner, not a magic truth machine. • It adapts to your tone, complexity and format and can handle many tasks in one interface. • It’s powerful for extended writing and text transformation (summaries, rewrites, translations). • It carries risks: hallucinated facts, style imitation, over-personalisation and too much auto-generated content.
You use Time Blocking to protect your focus time, treating it as seriously as a client meeting. Your meeting invites are clear and contain all necessary essentials (agenda, link).
EDIH - European Digital Innovation Hubs
To support the role of EDIHs as connectors in the expanding AI Innovation Ecosystem, a training programme has been designed to provide insight into the growing number of AI infrastructure initiatives and how EDIHs can connect them with SME and public sector stakeholders.
KAGGLE - AI ETHICS
This course can help you deepen on the concept of AI Ethics. It takes 4 hours to complete and you can explore practical tools to guide the moral design of AI systems. You will learn about Human-centered Design for AI, Identifying Bias in AI, Fairness and Model Cards.
You have centralized and synced your contacts. You use Groups and Labels to communicate efficiently and avoid time-wasting searches.
AI is never neutral: its impact depends on data quality, design choices and how we use it.
Humans must remain in control: AI can support decisions, but people carry responsibility for outcomes.
Ethics in AI means fairness: through transparency, accountability, safety, privacy and inclusivity in practice, not only on paper.
Google MEET
What is it used for?Online meetings and video calls. When should I use it? When people cannot meet in person. Why is it useful? Allows face-to-face communication from different locations. Alternative options: Zoom, Microsoft Teams, phone call. One practical tip: You can join meetings with your camera turned off.
Google DOCS
What is it used for?Writing and editing documents together. When should I use it? When several people work on the same text. Why is it useful? Everyone sees changes in real time. Alternative options: Microsoft Word, PDF documents. One practical tip: Use comments to suggest changes instead of editing directly.
You have a mandatory Pre-Call Tech Check and always adhere to the Mute-First Rule, ensuring your virtual presence is professional and non-disruptive.
Google AI - Essentials Skills
Google has built AI skills programs, trainings, and tools to address the specific needs of workers everywhere.
Google CALENDAR
What is it used for?Planning meetings and managing schedules. When should I use it? To coordinate availability and deadlines. Why is it useful? Helps avoid scheduling conflicts. Alternative options: Outlook Calendar, paper agenda, shared planning tools. One practical tip: Set reminders to avoid forgetting appointments.